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04-05-2017 Work SessionApril 5, 2017 The City Council conducted a Work Session on the above date. The following were present: Mayor Christine Maefsky, Council members Bob Hegland, Steve Kronmiller, Chris Ness and Jim Schneider. Staff present: City Administrator Neil Soltis, City Attorney Andy Pratt, and Deputy Clerk Brenda Eklund. Mayor Maefsky called the meeting to order at 6:30 p.m. APPROVAL OF THE AGENDA Council member Kronmiller requested that Agenda Items #3.a) High speed internet extension and #3.b) Clarification on Communication Policy be added to the agenda. Ness, seconded by Kronmiller, moved to approve the agenda as amended. The motion carried 5-0. PRESENTATION ON SCANDIA AS A BICYCLING DESTINATION Janie O'Connor and Marlys Johnson requested support and endorsement from the City for the work they are undertaking to create a bike environment that would result in increased cyclist traffic to Scandia and in turn have the potential for an increased economic impact for Scandia as a biker destination. O'Connor explained that they visited Crosby, MN this winter to gather information on strategies Crosby officials and business owners took to promote their city as a recreational destination. They also surveyed Twin Cities bike club leaders to determine their greatest needs when riding through Scandia. Things such as bike racks, a fix -it station, public toilets, and signed bike routes were identified. O'Connor said that community advocacy will be their key to acquiring funding through grants, donations and other assistance to achieve their goals. Council members were supportive of their endeavor and encouraged them to apply for 501(c)(3) non-profit status and to recruit supporters through social media outlets. Completion of the Gateway Trail through Scandia may be completed in the next few years O'Connor said, based on conversations with the DNR; this could be a source of many additional cyclists. Council member Ness asked how the City could assist. Administrator Soltis said that as their plan progresses, capital planning could assist with a bike repair station or paving an area in front of the Warming House for bike stands or assistance could be in the form of providing portable toilets through the summer months. Hegland, seconded by Ness, moved to sponsor and approve efforts of O'Connor and Johnson to explore promotion of Scandia as a cycling destination. The motion carried 5-0. Mayor Maefsky thanked them for their exciting ideas and liked that it is building on Scandia's potential for tourism dollars. April 7, 2017 Scandia City Council Page 2 of 5 HIGH SPEED INTERNET DISCUSSION Council member Kronmiller said that the City should do more to tackle the issue of providing high speed internet to all Scandia residents, as the proposals from Midco and Frontier are not good enough and that the City should work on creative ways to make this happen. His research estimated a cost of $3.3 million to fund the necessary infrastructure for the entire city, with a 10 - year assessment of approximately $200 per property owner to pay for it. He advocated for staff to work with providers and to research bond funding and assessments for this project. Although Council members Schneider and Hegland voiced opposition, citing roads to be a priority and that changes in technology could make cable obsolete before the bond is even paid off, Administrator Soltis said it could be a worthwhile investigation to take on and tie into economic development. The Council gave consent to direct staff to research Kronmiller's proposal. Mayor Maefsky said high speed internet is critical to attract residents with home businesses and families to Scandia and the City should be proactive in making it happen. DISCUSSION ON COMMUNICATION POLICY Council member Kronmiller said there appeared to be confusion from the last meeting on the communication policy. He said the discussion item was on the policy and not on the Log House Landing content that was submitted for the website and newsletter. Kronmiller said he was disappointed in the newspaper article that reported on the meeting and he wanted to set the record straight. He said his article was written to relay information on the Log House Landing project through the years. Administrator Soltis said that to make it clearer, he could have labeled Kronmiller's article as an exhibit for discussion on the communication policy in the meeting packet. DISCUSSION ON LOG HOUSE LANDING BOAT RAMP PROJECT In preparation of a Special Council meeting on April 25t to gather public comment on options for the Log House Landing boat ramp project, staff provided a compilation of past meeting minutes on the project, going back to May 14, 2013. City Attorney Pratt summarized the outcome in which the City accepted the recommendation of the LHL Committee contingent on funding from other agencies. The road project was put on hold when funding became questionable, but a plan for improving the boat ramp with concrete and planks donated by MnDNR was agreed to in cooperation with the Carnelian -Marine Watershed. This was also put on hold after proposals to construct the ramp came in excess of budget with an intention of revising the plans and rebidding this year. Council member Schneider questioned the legality of bringing the project back for reconsideration. Pratt explained that Robert's Rules of Order are not completely clear on this, but it appears there is discretion for the Council to reconsider and not be bound by a decision made at one point in time. Council member Schneider said there have been years of discussion on this, and the donated planks are here and could be installed by the public works crew and be done. Council member Hegland said this project should be looked at from a taxpayer's view — the launch is minimally used and funding any improvements is unnecessary. Hegland made the following motion. April 7, 2017 Scandia City Council Page 3 of 5 Hegland moved to leave the launch alone, have the Watershed stabilize the area with vegetation but not limit access, and have staff install the donated planks for the boat ramp. Schneider seconded the motion. Council member Kronmiller explained his position to first have the public weigh in on alternative options for access at the site. He said there was assumption this was done by the LHL Committee, but not found in the record. He cited minutes from a May 14, 2013 Council meeting that concluded with options for erosion control to close the landing, pave the landing, or change it to a walk-in trail for canoes and kayaks only. Later in 2014, the LHL Committee proceeded by researching improvements to control erosion only under the condition in which the launch would remain open. Kronmiller said the Council must make an informed decision in consideration of all the options on the table. Council member Ness referenced a staff report dated July 2, 2014 that listed the options and also stated that during a road tour in May, the Council stopped at the Log House Landing to see the issues and decided that the landing would not be closed down or limited to canoes/kayaks. Ness said it's already been decided and he would like to see minimal landing improvements to assure it stays open. Mayor Maefsky stated that the public is expecting to give input on April 25th as was said in 2013. She said they can't step back now and must listen to the constituents because the Council has a responsibility to give the public an opportunity to be heard on what type of access there should be — it would be disrespectful to not have the meeting. Ness said he was opposed to bringing up what was already decided on. Schneider said there has been 4 years of public input. He has no problem fixing the ramp and keeping the access open. Mayor Maefsky called for the vote on the above motion. Schneider, Hegland — yes. Kronmiller, Ness, Maefsky — no. The motion was defeated 2-3. Discussion on the information that would be presented in advance of the April 25th public comment meeting followed. Mayor Maefsky provided an article she wrote to provide a balanced report with the factors used by the Log House Landing Committee in previous discussion on the road and ramp access. She asked if there was any content that appeared inaccurate or was missing before it would be put on the website. Council member Schneider said there was both good and bad language contained in the article. For the purpose of having all in consensus to adding the article to the website, Schneider then agreed with the others to go ahead. Administrator Soltis recommended the Council agree to the format of the public comment meeting. He recommended that speakers be limited to stating their preferred option with reasons why, and be allowed 2 minutes of speaking time in order to keep the meeting moving ahead. Mayor Maefsky said that speakers should sign in as they enter the meeting and then be called on to speak, but be given 3 minutes of time. Council member Ness added that speakers be given a April 7, 2017 Scandia City Council Page 4 of 5 single chance to express their option, and not come back with more comments as the meeting progresses. Staff will collect written comments as well. All were in agreement to these procedures, with 3 minutes speaking time. Council member Schneider questioned when they would begin Council discussion. Attorney Pratt advised that it is cleaner to limit the April 25th meeting to public comments only, and then to deliberate at the next Council meeting scheduled for May P DISCUSSON ON ESTABLISHING A CITY VOLUNTEER POLICY Administrator Soltis presented a draft volunteer policy following discussions last year on utilizing volunteers to participate in community enhancement projects. The policy described volunteer rights and responsibilities, supervision, use of power tools and motorized equipment and the liability coverage provided under the City's workers compensation coverage for volunteers. A sample work log and a community service contract were reviewed. Attorney Pratt said it looked good from a legal standpoint. Soltis answered questions on the type of work volunteers could do and the expertise needed for some projects. Mayor Maefsky noted a correction on page 3. Staff was asked to consider the need for background checks for those who may be working with minors, but it was concluded that the sponsoring group would be responsible for providing adequate adult supervision for those groups including minor volunteers. Soltis said he will tweak the Eagle Scout Project Guidelines to align with the volunteer policy, as those projects don't necessarily need to go to the Parks and Rec Committee as a first step. Council was in consensus to continue to move ahead with adoption of the policy. DISCUSSION ON NOMINATION FOR THE CARNELIAN -MARINE -ST. CROIX WATERSHED BOARD OF MANAGERS Washington County recently notified the City that the term of office for Eric Lindberg of Stillwater will expire on June 21, 2017. The County Board will make an appointment to the Car - Mar Watershed Board based on lists submitted by the municipalities within the watershed boundary. This list of nominees must be submitted to the County by April 24th Council member Ness and Kronmiller recommended the City solicit applications for appointment to the Watershed saying Big Marine Lake has no representation, and comparative to the size of the Watershed, Scandia is underrepresented. Administrator Soltis said a news item will go out with a deadline for applications of April 13th so that the Council can take action at their April 18th meeting. April 7, 2017 Scandia City Council Page 5 of 5 REPLACEMENT OF ROBERT FEIDT ON THE ECONOMIC DEVELOPMENT AUTHORITY Administrator Soltis reported that Robert Feidt has given notice of his resignation from the EDA. His term would have expired on July 31, 2019. Council directed staff to solicit applications on the website and facebook page for consideration at their May meeting. IDEAS FOR SUBMISSION TO THE WASHINGTON COUNTY TIME CAPSULE Mayor Maefsky explained that Washington County is asking cities in the county to submit items for a time capsule that will be buried as part of an event marking the 150 -year anniversary of the Washington County Courthouse. Maefsky asked for ideas for donations of items that represent how people live today, such as newspapers, photographs or artifacts to represent Scandia. Council members gave her approval to gather items as she sees fitting. ADJOURNMENT Ness, seconded by Hegland, moved to adjourn the meeting. The motion carried 5-0. The meeting adjourned at 8:41 p.m. Respectfully submitted, Brenda Eklund Deputy Clerk